N.J. Admin. Code § 15:3-4.6

Current through Register Vol. 56, No. 21, November 4, 2024

Section 15:3-4.6 - Scanners and scanning

(a) Direct reproductions of scanned documents. An image processing system used for keeping public records shall record direct reproductions of scanned documents.

1. Imaging systems must store at least one unaltered version of the public records they contain, as scanned, except for standard computer-enhancement routines used to improve the legibility of scanned documents. Editing of recorded text or characters, including cut and paste or automatic editing or despeckling functions, by an image processing system used for keeping public records may be used provided the as-scanned, unedited versions of the records are stored as well.

2. Computer enhancement or removal of scanner-created borders or black areas not present on the original document shall be permitted in an image processing system used for keeping public records, provided such manual or automatic computer-enhancement processes and procedures used while scanning documents shall be thoroughly documented for proof of authenticity of the records maintained on the imaging system.

i. Documentation of policies and procedures pertaining to creation and maintenance of records in an image processing system used for keeping public records shall be kept and maintained by an agency for the same period of time as the retention schedule established by the State Records Committee pursuant to 15:3-2.1(e) for all records in the system.

3. Multifunction devices may be used to scan documents for an image processing system used for keeping public records provided:

i. A log is created and maintained for scanned documents entered into the image processing system pursuant to the provisions of (i) below; and

ii. Scanned images have been inspected pursuant to the provisions of (b) below before being accepted and filed or recorded in an agency recordkeeping system.

4. Images shall not be maintained on the multifunction device.

(b) A visual quality control evaluation shall be performed for scanned images and related index data, to help ensure that images stored on the system are direct, readable, and retrievable versions of the original records. The visual inspection may be accomplished on an image-by-image basis, via sampling, or combined approaches, and may also be supported by machine-based quality control processes. Where applicable, Sampling Procedures for Inspection by Attributes of Images in Electronic Image Management (EIM) and Micrographics Systems (ANSI/AIIM TR34-1996) and Identification of Test Images for Document Imaging Applications (ANSI/AIIM TR38-1996), incorporated herein by reference, as amended and supplemented, are recommended as guidance for image system quality control.

(c) Scanner quality shall be evaluated on the basis of the standard procedures contained in American National Standard for Information and Image Management--Recommended Practice for Quality Control of Image Scanners (ANSI/AIIM MS44-1988, incorporated herein by reference, as amended and supplemented).

(d) The AIIM standard resolution target, AIIM Scanner Target (AIIM X441), RIT Process Ink Gamut Chart (AIIM X443) for use with ANSI/AIIM standard ANSI/AIIM MS44, as amended and supplemented, and/or the ITU-T Standard Image Set (CD-ROM) for Use with National Communication System Information Bulletin 93-45 (AIIM X501), all incorporated herein by reference, shall be used whenever applicable, to test resolution and quality control for operation of scanners.

(e) The appropriate scanning density shall be determined and used for all scanning of public records. Minimum scanning densities for public records shall be as follows:

1. A scanning density with a minimum of 200 dots per inch (dpi) or more is required for scanning bitonal documents containing text or numerals no smaller than six point type.

2. A scanning density with a minimum of 300 dots per inch (dpi) is required for bitonal engineering drawings, maps, and other documents with background detail.

(f) The minimum scanning densities cited in (e) above may not be adequate in all cases. Appropriate scanning density and techniques may differ from document to document due to the attributes of individual documents, purpose of scanning, and the characteristics and limitations of scanning equipment.

1. The scanning density for documents shall be selected and validated using tests on samples of the actual documents to be scanned before scanning is begun, and shall be tested periodically thereafter according to procedures established under 15:3-4.7(e) below. Testing and review procedures shall include the comparison of selected recorded images against the original documents after the documents are scanned and recorded, to ensure that records are adequately reproduced and recorded.

2. Higher densities and/or alternative scanning techniques, such as using a selected standard grayscale scanning routine, may be required for adequate reproduction of some documents.

3. Higher resolutions shall be required for computer-aided design (CAD) drawings, where further manipulation or integration and precise measurements are needed.

4. Because some scanners may not capture the full color spectrum and lose significant detail when scanning a document containing certain colors, scanner capabilities shall be reviewed and tested on samples of the actual records to be scanned.

(g) CCITT Group III and/or Group IV compression techniques, incorporated herein by reference, shall be used for scanning documents without continuous tonal qualities. If the use of proprietary compression techniques is required by an image processing system, the system developer shall provide a documented and tested gateway to CCITT Group III and/or Group IV compliant data transmission capabilities, incorporated herein by reference.

(h) If legacy records, backfiles, or batch files of documents are scanned, rules promulgated by the State Records Committee for processing and scanning such records shall be followed, including registration and review procedures required by the Division.

(i) Pursuant to 15:3-4.8(f)1, a scanning log shall be created and maintained for scanned documents.

1. The scanning log shall:

i. Identify the scanner operator;

ii. Identify the scanned document, for example, via a document control number;

iii. Note the equipment used to scan the document; and

iv. Record the date, time, and location the document was scanned.

2. A copy of the log shall be maintained externally from the system.

3. A copy of the log shall be maintained for same the length of time as the retention schedule for the documents they relate to.

N.J. Admin. Code § 15:3-4.6

Amended by47 N.J.R. 1345(b), Effective 6/15/2015